DHS Provider System Access Request

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The PSAR is temporarily down.  Please do not add any requests until this message is no longer present!!!!
WELCOME!
The DHS Provider System Access Request (PSAR) app allows DHS shelter providers to request access to DSS/DHS systems, change existing access rights, terminate rights, or to ask for status updates on existing requests.

Exclaim     Please note:  

  1. Use this app to request access changes to CARES, StreetSmart, BCS, HOME, CurRENT, the S-Drive, DHS New Needs, to reactivate an account, request a new B2B invite, or change your email address for MFA.  Access changes include new access, change to existing access, or termination of access.

  2. Only DHS Shelter Providers are to use this form; ALL access requests for DHS Shelter Provider staff should be submitted via the PSAR.  Do not open service desk tickets or contact your PA to request new or changed access for the purposes listed above. 
    • HOMEBASE or Streets outreach staff should contact their Program Analysts (as has been done in the past) to request access to DHS systems.
  3. You will need to sign this request.  Please carefully follow the instructions at the end of this form to successfully submit your request.

  4. Only one system/application per request is allowed.

  5. To report problems with existing accounts, problems with remote access, or with applications other than those listed above, please contact the ITS SUPPORT PORTAL  at https://nyc.gov/itsportal OR 929-294-7335.  This includes requests for CAPS or Absorb access.   

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Deactivated Accounts:  Any user ID that was not used within a 60-day period will be deactivated.  If the user has lost access due to non-use, request reactivation of the account with this form.  
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B2B:  You will see the term "B2B" in this form and in DSS communications about access to our systems.  "B2B" stands for "business-to-business", and it is the term we use for external/provider user accounts.  A B2B account allows the user to sign-in with the user's work email address and password.  

The B2B account is set-up by redeeming the B2B invite emailed to users when a new account is created or when the user's email is changed. Redeeming the invite allows the user to register their email with DHS and configure MFA.  The B2B invite is sent from Microsoft (may users report that the invite winds up in their Junk or Spam folder).  The B2B invite must be redeemed and MFA configured before a user can access DHS/DSS systems.

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This Access Request is For:
User's Organization

Persons who do not work directly for a shelter, but have a shelter issued email address, should select "DHS Shelter".
Streets/Homebase/HRA/DSS/DHS Non-Shelter Employee Users
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This form is used only for DHS shelter providers.  Requests for staff at DHS, Streets, HOMEBASE, HRA, or other City agencies must be submitted by the user's Program Administrator or manager directly in the ITS Service Portal.

Please close this form without submitting it.



Be sure to enter the facility code!!!

IMPORTANT: Shelter Access Controls in DHS Systems
Exclaim

CARES, HOME, BCS, and StreetSmart limit user access to specific shelters.

CARES users may access one or more shelters.  The primary shelter listed above will be assigned to the user.  Additional shelters can be requested in the CARES access request section.

BCS, HOME, and RAMS restrict access to the shelters assigned to the user in CARES.  To change these shelters, you must submit a CARES access change request.  BCS, HOME and RAMS will automatically align access rights with CARES.

CurRENT allows a user to be linked to just a single shelter.  That shelter will always be set to the primary shelter selected above. 

StreetSmart users will be assigned access to the outreach providers listed in the StreetSmart access request section of this form.

New Needs users will be assigned access to the primary shelter listed above and additional shelters listed in the SNOW New Needs section.

NOTE:  If the email for a user with CARES access changes, you MUST file a CARES access change.  The email entered above will be assigned to the user in CARES and for MFA.  If the user does not have CARES access, then you should enter an email for MFA change.
Find The User
Please try to find an existing ID for the user. Use the user's name, email, or user ID to search for an existing user ID. If the "Existing User ID Status" is not "OK" or "CARES Only", check to see if the user has another account.  If not, be sure to address the status issue along with requesting the access change. 



Exclaim If this is the correct user ID, copy it
 to the DHS/HRA/DSS User ID field   below.




User Info

Answer Yes if the user EVER was issued an ID by DHS/DSS/HRA.

Do not include the ID suffix ("@dhs.nyc.gov")



The current email address issued by the user's shelter/agency.


The "DHS/DSS/HRA" user ID is the City-issued ID most commonly formatted as "xxxxx-CP" or "xxxx-EXT".  For most users, this is the same ID as their CARES ID. 

If end user was issued an ID you cannot find it, enter "FORGOT" .
Unusual Account Conditions


This Request is Submitted By:





User's Supervisor/Request Approver
DHS may need to contact the user's supervisor to obtain approval for this access request.





Supervisor must have a valid and active DSS user ID.
What Action Is Requested?
NOTICE
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Updating User's Email for MFA will not cause the user's CARES access rights to change.  If the user needs to
  update their email and the shelters they can access in CARES, you need to place a CARES access request. 
NOTICE
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Reactivate User's Locked DHS/DSS Account:  Do not use this form to "unlock" a user account that was locked due to three or more successive login failures.  Users should wait 30 minutes for the account to unlock or they can contract the ITS User Support desk for assistance.
ACCESS ACTIONS
  • New or Changed Access to an Application:  Select this obtain or change access to a DHS/DSS system, such as CARES, CurRENT, etc.  Access rights cover both the functions a user can perform and the shelters they can access.

  • Resend B2B Invite or Account Change:  Select this option if the user needs to receive a replacement B2B "invite" to configure MFA and activate their DHS account.  User must redeem the B2B invite and set up MFA before they can access any DHS systems.  Select this if the phone used for MFA is no longer available.

  • Deactivate User's DHS/DSS User ID:  Select this to have the user's DHS/DSS ID deactivated.  This will prevent the user from accessing any DHS/DSS system.  Do not use this option alter which shelters an active user can access -- select New or Changed Access for this.  Providers are required to notify DHS when a user ID is no longer needed and should be deactivated.

  • Reactivate User's DHS/DSS Account:  If the user's DSS account has been deactivated, but the user needs to regain access DHS/DSS systems, make a request to reactivate the user's account. This action will only activate the account; you cannot change access rights (app, shelters or functions) with this action type.  But you should always reactivate an old account if one exists instead of asking for a new account.

    If the user is unable to sign-in because of three or more failed sign-in attempts, the user should either wait 30 minutes or call the ITS Support Desk for assistance.  DO NOT use this form to request reactivation of accounts "locked" due to consecutive sign-in failures.

  • Request Status of Previously Submitted Request:  Select this to request an update on a previously entered access request.

  • Obtain Access to Provider Share Drive (S-Drive):  Allows user to access and download DHS Shelter Reports stored on the "S-Drive".  

  • Update User Email for MFA:  DHS/DSS MUST have the user's current business email address for multi-factor authentication (MFA) and to sign-in.  If the a CARES user's email changes, inform us via a CARES change.  Otherwise, select this action.

  • Create New B2B Account:  The "B2B Account" is the DHS/DSS user ID.  We will normally automatically create accounts when needed.  Select this only if you are specifically instructed to request a new B2B account.

New Or Changed Access to an Application
Which DHS/DSS Application Is This Request For?

For RAMS select Other Not Listed.  For Encapture select CARES. For DHS Knowledge base or Housing Corner, select Provider Portal.
CARES Access

If the user's existing assigned role or shelters are unclear, the best option is to select Change Shelter[s] and Role Assigned to User.
Warning WARNING:  You stated at the start of this form that the end user does not have
         a DHS/DSS ID, but you are asking for a change to their existing CARES account. This seems incorrect.
Shelter Access Change Notice
notice Notice:  Changes to the shelter[s] that a user can access in CARES also updates the shelters a user
 can access in BCS and HOME.  However, it will not affect CurRENT or other apps.  You must process separate requests to change shelter access for CurRENT or other apps.
CARES access is defined along two dimensions -- the facility[s] a person works for, and the role of the user.  A CARES user can be assigned to work for one or many shelters (they all must be under the same provider), and may have one role (e.g.: case manager).  If a single user serves multiple and very different roles, such as a case manager and a financial director, it may be necessary to set up more than one CARES account for the user.  

Users requesting new or changed access to CARES will need to sign the CARES Confidentiality Agreement (even if signed previously). The confidentiality acknowledgement form can be found here: CARES Confidentiality Agreement.  If you are requesting access for yourself, you can sign electronically.  If you are requesting access on behalf of another person, the end user must sign a printed copy of the form and the scanned form must be attached to this request.

A copy of the policy can be found by going to the "DHS Knowledge Base" tile on MyApps and searching for "DHS-PN-2016-150 DHS CARES User Policy".  You can also try to access by clicking here.  If you cannot access the policy, ask someone with a DHS/DSS user ID to do so for you. 


<- Enter CARES ID for the user if different from the DHS/HRA/DSS IDentered above. 
This applies to any users who have overtime or second CARES IDs.


CARES Roles
CARES allows one role per CARES ID.  If a user needs to have more than one role, additional CARES IDs may be assigned to the user.  The sign-in process is somewhat different for multi-ID CARES users; be sure to get the sign-in instructions for these users.

CARES TITLE (Position)SHELTER TITLE MIGHT BE…
Case ManagerCase Manager, Caseworker
Central/Executive Office StaffCentral Office, Quality Assurance, Research, Human Resources, Data Analyst
Central/Executive Office Finance Officer*Billing, Invoices, Financial Specialist
Clerical StaffClerical, Administrative Assistant, Secretary
Client Care Coordinator

Social Worker, Client Care Coordinator
Clinical SupervisorSocial Work Supervisor, Client Care Coordinator Supervisor
Deputy DirectorDeputy Director, Deputy Executive Director, Deputy Program Director
Director of Social Services (no ILPs)Case Manager Supervisor, Social Services Director, Director of Social Services
Employment SpecialistEmployment Specialist
Housing SpecialistHousing Specialist
Operations StaffFront Desk, Security, Residential Aide, Residential Assistant, Operations
Operations SupervisorFront Desk Supervisor, Security Supervisor, Residential Aide Supervisor, Residential Assistant Supervisor, Operations Supervisor
Shelter DirectorDirector, Executive Director, Program Director
Shelter Director Finance Officer*Director needs to approve invoices
Social Service Supervisor (ILPs)Case Manager Supervisor, Social Services Director, Director of Social Services

CARES Facilities

Note: Only senior provider managers may request access to all shelters operated by a provider.
List each shelter other than the primary shelter selected above. YOU MUST INCLUDE THE FACILITY CODE.
BCS, HOME, StreetSmart or New Needs Access

                                        

StreetSmart




Building Compliance Systems (BCS)
IMPORTANT:  The shelters and associated clients that a BCS user may access is determined by the user's access rights in CARES.  If a BCS user needs access to additional shelters, you should request a CARES change to add the shelter.  The user will then automatically be allowed to access that shelter in BCS.






HOME
IMPORTANT:  The shelters and associated clients that a HOME user may access is determined by the user's access rights in CARES.  If a HOME user needs access to additional shelters, you should request a CARES change to add the shelter.  The user will then automatically be allowed to access that shelter in HOME.




This is your office/work address, not your email address.


New Needs (SNOW)
The "New Needs" application is used by providers to place requests for additions to the shelter's
approved budget.  Only staff involved with budgets and financial affairs should request access.



You must enter the facility code and shelter name.

ARF and Transportation access are typically only provided to DHS intake and administrative staff. Explain why the user needs access.
CurRENT
NOTE:  A user can be assigned to ONLY one organization in CurRENT.  That will be the primary shelter/provider selected at the top of this form.


Provider Portal
The provider portal allows access to the Provider Intranet, the DHS Knowledge Base, and (when available) the Housing Corner.  All shelter/provider users with an active DHS user ID should automatically have access to the Provider Portal.  If not, please open a ticket with the ITS Support Desk at 212-361-8496 to report this problem.  Please close this form without submitting.
Absorb
AlertYou cannot request access to Absorb or report problems with access using this application. Instead, please do the followng: Go to ITS Support Portal and click "Report an Incident." 
Under "Create Incident," select "General Incident" from the dropdown. Complete the required fields as follows:
  • Are you requesting on behalf of another user? Indicate yes or no. 
  • For Provider Requests: Select "Provider/Vendor" and include shelter address details. 
  • Is this incident related to a current issue? Select "Not Applicable." 
  • Short Description: "Absorb Account Application Request." Details in ticket or email should contain the following:
    • Your email address, your name, Username/LANID
    • Your primary CARES facility code, shelter name, shelter address,
    • Your work title, whether you supervise staff.
  • Application Type: Select "Web Application." 
  • Detailed Description: "Requesting Absorb Access" or an explanation of the issue you are facing with Absorb. 
Please close this form without submitting.


Access to Shelters Other Than The Primary Shelter


Other Applications
If the user needs access to applications not listed, please describe the need and the type of access requested. 

DO NOT REQUEST ACCESS TO CAPS WITH THIS FORM.  Contact the ITS Service Desk for directions on how to obtain CAPS access.


B2B User Account Actions
Create New B2B Account
New User ID is Required: You indicated that the user does not have a valid DHS/HRA/DSS user ID. We will request that a user ID be created (unless you are seeking access to CAPS).  The user will receive an email informing them to accept an invite to link their employer email address to their DHS/HRA/DSS user account ("B2B").  They must redeem that invite to activate their account and set up multi-factor authentication.  This is required to sign-in and access any DHS/DSS application.

The user ID request will be made with the following information.  Please confirm that this is accurate:
New B2B Account Requested For








Reactivate User's DHS/DSS Account
Account Reactivation:  DHS/DSS accounts are deactivated if the account is not used to sign-in to DHS/DSS/HRA within a 60 day period.  Please be sure to sign-in at least once every 60 days.  
WarningThe account reactivation action will only reactivate the user account as it was when it became deactivated -- same roles and same shelters.  If the user needs access to other shelters or a different role, you must place an application access change for CARES or other systems.

DO NOT REQUEST ACCOUNT REACTIVATION FOR USERS WHO HAVE LOCKED THEIR ACCOUNT DUE TO THREE OR MORE CONSECUTIVE SIGN-IN FAILURES.  These users should wait 30 minutes or contact the ITS Support Desk for support.

The following account will be submitted for reactivation:

Deactivate User's DHS/DSS User ID
Thank You for Notifying Us.  We will Deactivate ALL Access to DHS/DSS/HRA Apps for this User ID.  Please submit and sign this request.

If your intention is to remove access to specific shelters for an account that remains active, use the CARES access change instead of Deactivation.

Note:  Deactivated accounts can be reactivated if necessary.  Please do not hold off on deactivating an account pending concern that a user may return and need the account again.
Update User's Email for MFA
Access to DHS/DSS systems requires DHS to have a user's active business email address.  The email address will be verified whenever a user sign-ins and must be active at their agency.  If the email address changes while a user still works for the same shelter, they should inform us of the new address using this notification.  HOWEVER, if the user's email changed because they are working for a new shelter, and the user is a CARES user, you should submit a change to their CARES app access.


The user will receive a new invite to link the business email account to the DSS account ("B2B").  They will need to redeem that invite and update their multi-factor authentication (MFA) settings before they will be able to sign-in again.

MFA Set Up Guide
Resend B2B Invite or Account Change
Before a user account can be used, the end user must activate the account using the B2B invite.  This invite comes as an email from Microsoft on behalf of DSS.  Users will follow the instructions in the B2B invite to activate their account and set up Multi-Factor Authentication. 

If a user has not redeemed the B2B invite, or cannot find the invite in their email, a new invite should be requested.

This request can also be used to update the end user's phone number or user name linked to their DSS user account.


Obtain Access to Provider Shared Drive (S-Drive)
****IMPORTANT*******
Reports placed on the S-Drive (DHS Shelter Reports) are now accessible through CARES.  You only need to request S-Drive access here if you do not have CARES access or you need to download reports that are more than 90 days old.
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DHS shares various reports and files with our providers via the Provider Share Drives, also known as the "S-Drive".  Access to the S-Drive is controlled and limited to selected users within a shelter.  Use this request to obtain access to the S-Drive or to request access be removed.  Since access to the S-Drive is limited to senior staff, DHS will confirm with the Shelter Executive or Shelter Director that a user should be allowed to access the drive.

Access will be provided only to the primary shelter/facility identified on the top of this form. 




Informational Requests
Request Status of Previously Submitted Request
Status Request:  DHS and ITS will work to complete access requests in the order received as quickly as feasible.  The submitter should normally receive an email from ITS with a support ticket number within 5 days of submitting this request.

If you received the confirmation email, you should call the ITS Support Desk at 929-294-7335 and ask for an update on that ticket.  Or you can respond directly to ITS email by clicking the provided link.

If you have not received a confirmation email within five days, please click the box below to request a status update.  We will respond in order of the requests received.



Reset User's DHS/DSS Password
If user needs a password reset, please call the ITS Service Desk at 929-294-7335.  Provider users cannot reset password using self-serve reset options. 

Note that because of "single sign on" (SSO), provider staff will not need to use their DSS password for access to MyApps or most DSS systems.  If user is asking for a reset because they are unable to sign-in to MyApps (the initial sign-in), it is unlikely that their DSS password needs to be reset.  The more likely situation is that user's MFA configuration is not correct or that they have not registered for B2B MFA. 

Please close this form without submitting.
Clarifying Comments
Please enter any comments or clarifications to this request.
Acknowledgement
Request Acknowledgement
In making this access request, I certify that this request is made pursuant to authorized work I perform in support of DHS operations and DHS clients.  All information displayed in DHS/ HRA/DSS systems is confidential and subject to data privacy agreements between the user's agency and DHS.
For Users Who Are Requesting CARES Access
I acknowledge that I have received, read, and understood DHS Procedure 12-001: CARES Client Confidentiality and Data Protection Policy (the "Policy").  I understand and agree to comply with the requirements contained in the Policy.  I further understand that failure to comply with the Policy may result in disciplinary and other adverse employment actions, up to including termination of my employment, and civil and criminal penalties.  

For Persons Requesting CARES Access On Behalf of a User
The end user must acknowledge that they have received, read, and understood DHS Procedure 12-001: CARES Client Confidentiality and Data Protection Policy.  Print the acknowledgement form (CARES Confidentiality Agreement), obtain the user's signature, and upload the form.











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FINAL STEP -- Signature
Congrats!  You are at the final step -- signing this request.  This is a bit tricky so please follow the instructions.
  • When ready, click the "Sign and Submit" button will appear below.
  • If there are problems with the form, the app will highlight the errors.  If the form is good, the app will move to the top of this form and display "Please Review Response and Sign".  Scroll back to the bottom of this form, and sign and enter your name.  Then click "Submit".
  • The system will send you an email asking you to confirm your identity.  Please go to that email and confirm your signature.